CHILD WELFARE MANUAL

Section 3, Chapter 2 (Family Centered Services), Subsection 6 – Family Centered Services (FCS) Supervisor Consult and Responsibilities

(Effective: 11/05/2025)

 

Table of Contents:

3.2.6 Family Centered Services (FCS) Supervisor Consults and Responsibilities

3.2.6.1 Supervisor Consults

3.2.6.1.1 Opening Supervisor Consult

3.2.6.1.2 Monthly Supervisor Consult

3.2.6.1.3 Closing Supervisor Consult

3.2.6.2 Supervisor Responsibilities

3.2.6.2.1 Supervisor Responsibilities for a Temporary Alternative Placement Agreement (TAPA)

3.2.6.3 Quarterly Summary

3.2.6.4 Casework Quality Assurance

 

3.2.6 Supervisor Consults and Responsibilities

3.2.6.1 Supervisor Consults

Supervisor consultation is imperative for all child welfare practices, especially as it pertains to the provision of services through case management.

The supervisor consult is an interactive solution-focused conversation between the supervisor (or a person given supervisory authority through their job classification) and worker. The consult should encourage critical thinking focused on child safety concerns and risk factors, barriers and complicating factors, family strengths and existing safety. The consult must include supervisor recommendations and next steps that are time-limited and actionable, which moves the case toward safe closure.

The supervisor consult should be held in-person to enhance the collaborative process, interactive communication, and to produce shared understanding of both the discussion and recommendations from the supervisor during the consult. If the consult must occur virtually, it should be with camera on and in a location appropriate to share confidential information.   

A supervisor consult must be held on every case (including assigned ICPC cases), every month the case is open for service provision as outlined in Section 3, Chapter 2, subsection 1.1 of the FCS policy.  The supervisor consult must be entered into the system of record by the supervisor within three (3) business days of the consult occurring.

FACES ENTRY:

  • Case Management Screen—> Family Centered Services (FCS) Monitoring
  • Enter the contact using the Contact Communication Log
    • Purpose: Case Consult with CD Staff
    • Individuals Involved: Supervisor, Case Worker, and any other individuals who directly participated in the supervisor consult, such as a worker who is shadowing.
    • Associated Functions: All applicable functions should be selected

The Circuit Manager or designee must develop local protocols to ensure coverage and accessibility to workers to meet the requirements of the monthly supervisor consult and additional supervisory support as needed. The designee should be a supervisor, a specialist or a member of local or regional management.

The supervisor consult does not substitute performance-based conversations or professional development discussions. Such issues should be addressed through other avenues outside of case management and supervisory case review. 

3.2.6.1.1 Opening Supervisor Consult

Upon receiving a referral for FCS services, the supervisor must review the information contained in the referral, including the safety threats, risk factors, strengths and supports of the family, relevant history with the agency and other facts and circumstances to determine the timeframe for the initial face-to-face contact in the home with the family. The policy found within Section 3, Chapter 2, subsection 1.3 regarding initial timeframes must be followed.

  1. The supervisor will consult with the assigned FCS worker to review the case referral, case information, and timeframe for the initial face-to-face home visit. Prior to or during the time of the opening consult, the risk level and date of the initial home visit must be established based on the criteria outlined in the initial timeframes requirement within the FCS policy.
  2. The Case Assignment guidelines found within the Section 3, Chapter 2, subsection 1.2 of the FCS case assignment policy must be followed and the information outlined therein must be discussed with the assigned FCS case worker.
  3. The opening consult should include discussion and agreement of the information included within the Opening Summary. The Opening Summary must be entered by the worker at the time of case opening and approved by the supervisor within three (3) business days of the FCS case opening for services.

The opening consult can be counted as the required monthly consult on the case.

3.2.6.1.2 Monthly Supervisor Consult

The Family Centered Services (FCS) Supervisor Consult Guide (CD-329) must be used as a tool to guide the monthly supervisor consult. The tool provides question prompts to guide the conversation and encourage critical thinking. The categories included in the CD-329 must be included in the supervisor consult.

The categories to include in each consult: Case Progress and Goals, Barriers, Strengths and Solutions, Home Visits, Assessment of Risk and Safety Concerns, Child Safety and Well-being, Family Safety Plan and Safety Network, Case Closure Recommendations, and Supervisor Recommendations and Next Steps.  

The supervisor consult should include, but is not limited to, the review and discussion of:

  • Case Goals specifically and directly connected to the safety threats and risk concerns that caused the case to be open;
  • Identified strengths and challenges for the family, including both observed and needed behavioral changes;
  • Child safety, including any safety threats identified on the safety assessment with documentation to show how the safety threat is being mitigated, and child(ren) safety is being assured, which could include a current Immediate Safety Intervention Plan (CD-263) or Temporary Alternative Placement Agreement (TAPA) (CD-295);
  • Identified, demonstrated, and observed parental protective capacities;
  • Identified child vulnerabilities, including child specific information;
  • Services, community partners, or treatment supports currently involved, including referrals that need to be, or have been submitted for the family;
  • Development of the family’s safety network, including family, social and community supports, and the use of the safety network to support the family’s needs;
  • Review of the Family Risk Assessment Map (CD-220), including documentation of the assessment or reassessment of the family situation;   
  • Review of the Family Safety Plan (CD-267), including the needs of the family to ensure ongoing and long-term success of the family;
  • Verification all information is updated and accurate in the system of record;
  • On-going frequency of home visits, based on safety and risk assessment(s), taking into consideration both formal and informal assessment(s), case goal progression, and other conditions at the time of the supervisor consult;
  • The most recent home visit conducted with the family; and
  • The ongoing compliance of the family and willingness for continued participation in the case.                

Additional Components that may be included in a supervisor consult:

In addition to case progression and safety/risk discussions, there are certain case, circumstantial, and family specific discussions that should occur during the monthly consult when relevant.

 

These topics may include, but are not limited to:  

  • Special needs that may exist for the family, and how those needs are being addressed;
  • Cultural factors for consideration;
  • American Indian Heritage/Alaskan Native child(ren) listed in the FCS case and the available services;
  • Non-custodial parent contact and engagement;
  • Human Trafficking Assessment Tool (CD-288);
  • Emergency Assistance Services (EAS) completed as required in Section 3, Chapter 2, subsection 2.4;
  • Crisis Intervention Funds use as allowed within the Crisis Intervention Funds Policy in Section 8, Chapter 7, subsection 2; and
  • Cases with an active Temporary Alternative Placement Agreement (TAPA).

3.2.6.1.3 Closing Supervisor Consult

The supervisor facilitates a case closure consult with the worker to determine if the case is appropriate for case closure following Section 3, Chapter 2, subsection 4.1 within the FCS policy. The case closure discussion and analysis should include the components of a normal monthly supervisor consult as well as a review of any relevant information, including, but not limited to, the initial FCS referral, TDM™ summary, Structured Decision Making® (SDM®) safety assessment or reassessment, SDM® risk assessment, child vulnerabilities, parental protective capacities, current circumstances, history with the Children’s Division and any safety threats and risk factors present or addressed throughout the case.

To close a FCS case, the SDM® safety assessment must show an outcome of safe. If at the time of the case closing consult, safety threats or risk factors are present which could lead to concerns for child abuse or neglect, the case must remain open and the worker and supervisor must develop action steps to include, but not limited to:

  • Behaviorally specific changes needed to ensure safety of the child(ren) in the home;
  • Suggestions of additional supports, including community referrals, supports and services for the family to address social, emotional or physical needs of the family;
  • Exploration of what, if any, barriers are present creating challenges toward meeting case goals, including the mitigation of the safety threats, risk concern(s) and compliance of the family;  
  • Who is doing what to meet the case goal(s) and address any identified safety threats and risk factors, including the safety network;
  • How the supervisor can support the worker or family to move the case forward and accomplish the recommended next steps; and
  • Conversation to determine if a referral (CD-235) should be sent to the juvenile office for review.

If the outcome of the SDM® safety assessment is safe and there are no safety threats or risk factors that would lead to concerns for child abuse or neglect present at the time of the case closing consult the case may be appropriate for case closure. The supervisor must document within the supervisor closing consult how the safety decision was made, including observed behavioral changes, parental protective capacities and safety networks that contribute to the sustained safety of the child(ren). The supervisor must ensure that clear documentation is present within the case and supervisor consult case note to show how safety of the child has been verified and all supporting documentation is entered into the system of record and OnBase.

The supervisor must review the case within three (3) business days of submission by the worker for approval of case closure. Prior to approving the case for closure, the supervisor must confirm that a closing supervisor discussion has occurred, all safety concerns for the child(ren) have been clearly addressed, all required elements of the FCS case have been completed as outlined in policy, and all required documentation is entered and/or uploaded as necessary to Onbase. At the time of approval for case closure, the FCS Case Closing guide (CD-330) must be completed by the supervisor and uploaded into Onbase.

There may be times when the closing consult is in addition to the required monthly supervisor consult, but there may also be times when the closing consult occurs in place of the required monthly supervisor consult based on the time of the month and the circumstances of the case during the monthly supervisor consult.  This should be based on case circumstances and supervisor discretion, but, at a minimum, there must be either a monthly supervisor consult or a closing supervisor consult present in the case. 

If there is an open hotline:

There may be circumstances when a FCS case closing consult may occur when a CA/N report is open on the family. If there is an open CA/N report at the time of the FCS case closing, notification to and collaboration with the assigned CA/N worker and Chief Investigator must occur to assess any safety concerns that may be present within the open hotline. The FCS supervisor must discuss and document within the FCS closing supervisor consult summary how and when notification occurred and any further action steps that need to be taken by the FCS worker. If the FCS case was opened as a result of an FCS referral from a CA/N report and it is determined the CA/N report from which the referral was made is still opened, it is the responsibility of the assigned CA/N worker and Chief Investigator to determine and follow through with the appropriate next steps to address the safety concerns in the case; for more information refer to Section 2, Chapter 5.2.16.

If there is not an open hotline:

If the case was opened as a result of an FCS referral from a CA/N report, and it is determined that the CA/N report is closed or the FCS case opening was not the result of a referral from a CA/N report, the FCS worker and supervisor will ensure that all needed action steps are completed.

If the family is not willing to participate:

There may be instances in which families do not engage in services after the referral is received or may no longer be willing to participate in services once the case has been opened. Prior to any case closure, or in the event a family refuses to participate prior to the case opening, the worker and supervisor must jointly assess safety concerns and risk factors to determine if any existing safety threats or risk factors are present for the family that could lead to concerns of child abuse or neglect. A supervisor closing consult, case review, and analysis of the facts of the case must occur, including discussion of what caused the case to be referred for services and the current family situation. The reasons for case referral and opening must be evaluated against the current circumstances that exist with the family to determine if there are safety threats or risk factors that could lead to child abuse or neglect.

  • If there are any identified safety threats in the Structured Decision Making ® (SDM®) safety assessment or reassessment, risk factors or facts and circumstances exist that could lead to child abuse or neglect for the child(ren) an immediate referral to the juvenile office is required by submission of a CD-235. If the juvenile office determines no legal intervention will be taken, then after supervisor consult, the case will be closed.
  • If no safety threats or risk factors exist that could lead to child abuse or neglect, after supervisor consult, the supervisor must document within the supervisor consult how the determination was made that there are no current safety threats, and the case will be closed.

If the FCS referral was submitted by a CA/N worker and the family is unwilling to participate in services and the case was never opened, the FCS worker and supervisor must notify the CA/N worker and Chief Investigator immediately so appropriate action is taken to address any safety concerns, which may include submitting a referral (CD-235) to the juvenile office for review. If the CA/N report is still open, it is the responsibility of the CA/N worker and Chief Investigator to determine the appropriate next steps to address the safety concerns in the case; for more information refer to Section 2, Chapter 5.2.16.

If the family moves:

If the family moves out of the circuit, and the safety concerns have not been mitigated, there must be consideration given to a case transfer. If it is determined the case is appropriate for transfer, the supervisor must ensure successful transfer of the case to the circuit of residence using the CD-175. If it is determined the safety concerns have been mitigated, the worker may proceed with case closure after a closing supervisor consult has been completed.

If the family moves out of state, and the safety concerns have not been mitigated, there must be documented steps within the closing supervisor consult to show how the safety of the child(ren) was determined. This could include a hotline or referral to services in the state of residence.  If it is determined the safety concerns have been addressed the worker may proceed with case closure.

3.2.6.2 Supervisor Responsibilities  

The responsibilities of, and oversight by, the supervisor during an open Family Centered Services (FCS) case will vary depending on the needs of the assigned worker and the needs of the family receiving services. There are some basic elements that must be reviewed and completed by the FCS supervisor, which are outlined below.

The supervisor will: 

  • Review all referrals within three (3) business days of receipt to process for case assignment;
  • Review and approve the Opening Summary within three (3) business days from the opening of the FCS case;
  • Review and approve the Quarterly Summary within three (3) business days of the supervisor alert each quarter;
  • Review case documentation to ensure information is accurate and all required information is included;
  • Participate in random reviews of cases. This may include cases from their unit, or others as assigned;
  • Provide in-the-field shadowing and coaching to every worker within their unit at least once a quarter;
  • Conduct monthly consultation(s) of each open case for every worker within their unit;
  • Conduct all necessary additional consultations and support as needed throughout a case; and
  • Approve case closures within two (2) business days of the case being submitted for approval.

 

Supervisor Discussions:

There are times when supervisor and worker discussions occur for case review and analysis, which are not a required supervisor consult. These discussions are necessary to support timely case decisions and address safety concerns. These opportunities should occur as needed, based on critical case needs, emergency and crisis situations, new safety or risk situations and significant challenges presented in the case. When these situations occur, it should not be a replacement for the completion of the face to face, in-person monthly consult requirement. During case specific supervisor discussions, the supervisor shall provide specific recommendations to address the needs of the case. These recommendations shall include action based next steps to move the case safely forward.

  • Case discussions to review information and make critical case decision(s) should be documented by the supervisor, with the date and time of the conversation in the case narrative of the system of record. 
  • Case discussions to ask case specific questions may or may not be documented in the system of record. The supervisor or worker may document these conversations as a contact in the case narrative of the system of record if the outcome of that conversation has an impact on case decision-making, case progression or safety concerns.

 

3.2.6.2.1 Supervisor Responsibilities for a Temporary Alternative Placement Agreements (TAPA)

When a TAPA is opened on a case, pursuant to Section 210.123 RSMo, additional components and responsibilities are present; including, but not limited to, the following:

  • While it is best practice to open the Family Centered Services (FCS) case as quickly as possible, supervisors must ensure that a FCS case is opened within ten (10) calendar days of the execution of a Temporary Alternative Placement Agreement (TAPA);
  • The FCS case must remain open during the duration of the TAPA agreement and as long as needed after the TAPA ends to provide needed support for the family to have long-term success;
  • The supervisor should verify the completion of the Structured Decision Making © (SDM©) safety assessment every thirty (30) calendar days. A consult must occur at the time of or prior to the completion of the SDM© safety assessment to review current safety threats(s);
  • The supervisor should verify the completion of a prompted or follow-up to the initial Team Decision Making® (TDM ™) meeting every thirty (30) calendar days.
    • If the TDM™ meets a prompt, it will be facilitated by a trained facilitator. The supervisor should attend the TDM™ meeting and assist in the completion of the recommendations from the TDM™ meeting.
    • If the TDM™ does not meet a TDM™ prompt, a follow-up to the initial TDM™ will be held, which would not be facilitated by a trained facilitator. In those situations, the supervisor should assist the worker in leading the meeting in creating a plan to address the safety concerns, case goals, development of the safety network, identifying support and community services for the family, and identify any needed referrals or education that may need to occur to move the case forward.

For additional policy and guidance on the requirements of a TAPA see Section 1, Chapter 9 (Safety Planning).

3.2.6.3 Quarterly Summary

A quarterly summary must be completed for each open case per quarter, as outlined within the Family Centered Services(FCS) policy regarding quarterly summaries found in Section 3, Chapter 2, subsection 3.3. The quarterly summary must be reviewed and approved by the supervisor within three business days of the due date of each quarterly summary. Prior to approving the summary, the supervisor must review the information with the worker to process case progression, determine the best next steps for the case and gain shared agreements on the trajectory of the case.  The supervisor should make a note within the quarterly summary that the information was reviewed by the supervisor with the worker and the date the review and approval occurred.

FACES Entry:

  • Case Management Screen—> Family Centered Services (FCS) Monitoring
  • Enter the contact using the Contact Communication Log
    • Purpose: Quarterly Summary
    • Individuals Involved: Supervisor, Case Worker, and any other individuals who directly participated in the quarterly summary, such as a worker who is shadowing.
    • Associated Functions: All applicable functions should be selected

See additional information regarding quarterly summaries in Section 3, Chapter 2, subsection 3.3  and Section 5, Chapter 2, Subsection 8 of the CWM.

3.2.6.4 Casework Quality Assurance

Supervisors are responsible for overseeing the quality of casework. Supervisors should develop protocols to regularly review case documentation, observe and participate in FST and TDM™ meetings, and provide hands-on mentoring. The supervisor should ensure documentation is being entered in the system of record in a timely manner as required in policy, including but not limited to, opening, closing narratives, contact notes, and required home visits.

Supervisors should provide constructive feedback, which assists the worker in improving their skill set; identifying case objectives and developing plans to achieve the identified goals; and provide strategies to enhance their effectiveness in meeting organizational performance measures. 

Quarterly Observations

One role of the supervisor is to support the worker by providing on-the-job coaching and mentoring through shadowing.

The purpose of shadowing is to observe worker practice and engagement during family interactions and case work. The supervisor role is to provide mentoring in engagement, assessment, and collaborative processes with families. The shadowing experience is an opportunity for the supervisor to identify growth opportunities, support skill development and provide hands on mentoring.

 The supervisor will shadow each worker within their unit in the field at least once a quarter to provide coaching and mentoring. The supervisor should observe at least one in-home visit during the quarterly shadowing. Additional observations beyond the once quarterly requirement may be needed based on tenure, experience, and needed support of the individual worker as determined by the supervisor. After each shadowing experience, the supervisor should provide intentional constructive feedback, including guidance on growth opportunities and encouragement to the worker.